Self-Service_Firewood_Dispensing_Systems.pdf

County of San Mateo

Request for Proposals (RFP - Informal) for Self-Service

Firewood Dispensing Systems

Parks Department

RFP - Informal No. 2026-RFP - Informal-00215

RFP - Informal Contact: Travis Dunn tdunn1@smcgov.org

1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The

County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

1.1. Summary

The County of San Mateo (“County”) covers most of the San Francisco Peninsula. The region covers 744 mi2 and is home to approximately 750,000 residents. The County is made up of 20 incorporated cities.

The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education, and transportation. The County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare, and natural resources of the community.

The San Mateo County Parks Department (“Department”) serves nearly three million visitors every year.

Visitors have many options when visiting the County’s unique park system. With 24 parks and recreation areas, over 16,000 acres of park land, and 190 miles of trail, the Department provides healthy outdoor activities, educational opportunities, and lasting memories.

Due to the diversity of the park system, visitors can enjoy an array of recreational opportunities, including walking; running; hiking; biking; picnicking; horseback riding; sailing; kite surfing; fishing; camping;

gardening; tidepooling; volunteering; learning; sports courts; and playing on playgrounds.

1.2. Background

The County of San Mateo Parks Department aims to procure a user-friendly, automated vending solution for the supply of firewood bundles suitable for use in Memorial Park. The firewood must meet quality standards to ensure safety, environmental compliance, and user satisfaction. Firewood bundles distributed through this system are for public use, particularly for camping and picnic activities. Firewood bundles are a popular and high-volume sales item, currently selling at a rate of approximately 11,000 bundles per year. The demand rate varies greatly over the course of a year, with up to 600 bundles per week in from

June-October, and a significant decrease to approximately 2,000 bundles total from November-May.

Firewood shall be composed of hardwood species such as oak, maple, or hickory, and may include some eucalyptus. Each bundle shall contain logs measuring no less than 16 inches in length and no more than 6 inches in diameter. Each bundle shall weigh between 20-25 pounds. Firewood shall have a moisture content not exceeding 20% at the time of delivery as per the ASTM D4442 standard for moisture measurement. Firewood must be free from mold, insect infestation, and rot. Each batch delivered will be subject to inspection by County staff. Firewood must comply with California's pest control regulations, as outlined in the California Code of Regulations Title 14, Section 3500. All firewood must be sourced from within 30 miles of the point of sale, Memorial Park.

The vendor should provide regular deliveries based on the vendor's inventory tracking system, with the delivery schedule communicated to the County in a timely manner. Firewood bundles shall be delivered

Page 3 of 14 Release date of November 20, 2025 to Memorial County Park, located at 9500 Pescadero Creek Road, Loma Mar, California 94021, and directed inserted into the vending solution by vendor. Deliveries shall occur between 8 AM and 4 PM on weekdays unless otherwise agreed upon by the County and the vendor. Delivery trucks must be equipped with tarps or other appropriate covers to protect firewood bundles from exposure, moisture absorption, and pest infestation during transport. Limiting the movement of infested wood material is the best way to prevent the introduction and spread of Invasive Shot Hole Borer (ISHB), Sudden Oak Death (SOD), Gold

Spotted Oak Borer (GSOB), and other pests/diseases into new areas.

1.3. Contact Information

Travis Dunn Contract Administrator II Email: tdunn1@smcgov.org Phone: (650) 599-1229

Department:

Parks Department

Department Head:

Nicholas Calderon Director

1.4. Timeline

RFP Released November 20, 2025

Deadline for Questions, Comments and

Contract Exceptions

December 4, 2025, 5:00pm

Proposal Due Date and Time December 10, 2025, 5:00pm

2. Scope of Work

2.1. Scope of Work

Scope of Work for Self-Service Firewood Dispensing Systems

Summary

The County of San Mateo, CA is seeking proposals from qualified vendors to provide and install self-service firewood dispensing systems at various county parks. The objective is to enhance visitor convenience and improve operational efficiency by offering a reliable, user-friendly, and secure method for dispensing firewood. The selected vendor will be responsible for the supply, installation, and maintenance of the dispensing systems, including the tracking of firewood inventory and regular as-needed resupply of firewood.

Detailed Specifications mailto:tdunn1@smcgov.org tel:(650)599-1229

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The self-service firewood dispensing systems must meet the following specifications:

A. System Design and Construction

1. Constructed from durable, weather-resistant materials suitable for outdoor use.

2. Equipped with a secure locking mechanism to prevent unauthorized access.

3. Designed to hold and dispense standard-sized firewood bundles (approximately 1 cubic foot per bundle).

4. Capacity to store a minimum of 50 firewood bundles.

B. Dispensing Mechanism

1. Automated dispensing mechanism that allows for single-bundle dispensing.

2. Mechanism should be user-friendly and require minimal effort to operate.

3. Equipped with a fail-safe mechanism to prevent jamming or malfunction.

C. Payment System

1. Integrated payment system that accepts multiple forms of payment, including credit/debit cards, mobile payments (e.g., Apple Pay, Google Wallet), and cash.

2. Payment system must be PCI-DSS compliant to ensure secure transactions.

3. Real-time transaction processing and receipt generation.

D. Technology and Connectivity

1. Equipped with a reliable internet connection (Wi-Fi or cellular) for real-time monitoring and transaction processing.

2. Remote monitoring capabilities to track inventory levels, sales data, and system status.

3. Integration with the County's existing park management software for seamless data synchronization.

E. Compliance and Standards

1. All electrical components must comply with relevant UL standards.

2. System must comply with ADA (Americans with Disabilities Act) requirements for accessibility.

3. Compliance with local, state, and federal regulations regarding vending machines and outdoor installations.

Service Requirements

The selected vendor will be responsible for the following services:

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A. Installation

1. Site assessment and preparation, including any necessary permits and approvals.

2. Installation of the dispensing systems at designated locations within the county parks.

3. Testing and commissioning of the systems to ensure proper functionality.

B. Training

1. Provide comprehensive training for County staff on the operation, maintenance, and troubleshooting of the dispensing systems.

2. Supply user manuals and documentation for reference.

C. Maintenance and Support

1. Offer a maintenance plan that includes regular inspections, cleaning, and servicing of the dispensing systems.

2. Provide technical support and repair services as needed, with a guaranteed response time of

24 hours for critical issues.

3. Maintain an inventory of spare parts to ensure quick replacement and minimal downtime.

D. Resupply

1. Vendor must monitor the stock of wood bundles in each unit, and provide for regular resupply to prevent any lapse in availability.

E. Warranty

1. Provide a minimum one-year warranty on all components and workmanship.

2. Offer extended warranty options for additional coverage.

Delivery Requirements

The delivery of the self-service firewood dispensing systems must adhere to the following requirements:

A. Delivery Schedule

1. Delivery of all components must be completed within 60 days from the date of contract award.

2. Vendor must coordinate with County staff to schedule delivery and installation at each park location.

B. Packaging and Transportation

1. All components must be securely packaged to prevent damage during transportation.

2. Vendor is responsible for all transportation costs and logistics.

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C. Inspection and Acceptance

1. Upon delivery, County staff will inspect the components for compliance with the specifications and any damage.

2. Vendor must address any deficiencies or damages identified during the inspection within 10 business days.

Vendor shall be responsible for all applicable sales taxes on firewood and services provided under this contract, including collection, reporting, and remittance to the appropriate tax authorities.

Performance Measures

The County will hold the vendor accountable to four primary performance measures to ensure reliable and efficient operation of the self-service firewood dispensing systems.

• System must maintain high availability, with at least 98% uptime each month, as verified through automated monitoring reports.

• Vendor is expected to respond to critical issues within 24 hours and resolve them within 48 to 72 hours, ensuring minimal disruption to park visitors.

• Firewood inventory must be consistently maintained, with no instance of a dispensing unit running out of stock during park operating hours, monitored through daily or weekly inventory reports.

• Vendor must ensure the payment and dispensing systems operate accurately and securely, achieving at least 99% accuracy in dispensing and 99.5% successful transaction rates, while fully complying with ADA, PCI-DSS, and other applicable regulations.

Conclusion

The County of San Mateo, CA is committed to enhancing the visitor experience at its parks through the implementation of self-service firewood dispensing systems. The selected vendor will play a crucial role in achieving this goal by providing high-quality, reliable, and user-friendly systems, along with comprehensive support, resupply, and maintenance services. We look forward to receiving proposals from qualified vendors who can meet the requirements outlined in this scope of work.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Wednesday, December 10, 2025 via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

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NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

3.2. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the

County of San Mateo at:

• https://procurement.opengov.com/portal/smcgov

It is recommended that organizations complete this registration as soon as possible. The County will not be responsible for and may not accept proposals that are late due to a failure to register in the eProcurement system.

3.3. Submission via eProcurement Portal

Required Documents

Please refer to the Technical Proposal section for submittal documents and requirements.

Electronic Submissions

Include the proposer name and the RFP title and number in each filename. Submit proposals via the eProcurement website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the eProcurement portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected. Contact eProcurement Portal with technical questions regarding this site.

Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take precedence in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

Format

Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin)

• Pages should have margins of at least one inch on all sides (excluding headers and footers)

• If the proposal is lengthy, a Table of Contents should be included.

• PDF format is preferred.

mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/217598/document?section=undefined

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Errors in Proposals

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are late, incomplete, missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any remaining RFP requirements.

3.4. Procurement Preference for Local Businesses and Local Non-Profits

The County of San Mateo has adopted a Procurement Preference for Local Businesses Ordinance (County

Ord. Code Ch. 2.89.) The purpose of this Ordinance is to promote a strong local economy by giving preference to local businesses, local non-profits, local small and micro businesses, and local small and micro non-profits in County procurements, to the extent consistent with the law and interests of the public. The County’s process for applying local preferences to competitive procurements is set forth in

County Ordinance Code Section 2.89.030. The Ordinance and exemptions (e.g. the ordinance will be exempt when all bids or proposals received are from Non-Profit Organizations) can be reviewed here:

Chapter 2.89 - PROCUREMENT PREFERENCE FOR LOCAL BUSINESSES | Code of Ordinances |

San Mateo County, CA | Municode Library

The requirements for bidders to establish eligibility for a local preference for this solicitation are detailed below in Section III (Submission Requirements) The Ordinance does not apply if a procurement is determined to be exempt (County Ord. Code sec. 2.89.050), and the County reserves the right to waive application of the Ordinance to this procurement if determined to be in the best interests of the County

(County Ord. Code sec. 2.89.060).

4. Minimum Qualifications, Local Preference Ordinance, and Technical Proposal

4.1. Minimum Qualifications

4.1.1. Has Proposer has been providing similar services for a minimum of four (4) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

4.1.2. Vendor is not excluded, suspended, or debarred from the System for Award

Management (SAM).*

☐ Please confirm

*Response required

4.1.3. What is the registered Business Name and Unique Entity ID (UEI) No.? (If applicable)

Unique Entity ID (UEI) numbers can be found on sam.gov

4.2. Procurement Preference for Local Businesses and Local Non-Profits

4.2.1. Is the Proposer a "Local Business"?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Business” means any for-profit business which has its principal place of business, or is headquartered, in San Mateo

County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU

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Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.2. Is the Proposer a Non-Profit?*

A Non-Profit is defined as a tax-exempt public charity organization (within the meaning of section

501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.3. Is the Proposer a "Local Non-Profit"

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Non-Profit" means a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the

Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes, and has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.4. Is the Proposer a Local "Small" or "Micro" Business?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Business” means any business which holds a Small Business Certification awarded by the

California Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS).

“Micro Business” means any Small Business certified by the OSDS which is automatically designated by the OSDS as a Micro Business due to gross annual receipts falling below the OSDS-designated dollar amount.

If the above designations apply, please provide the OSDS provided Certification ID.

If this designation is not applicable, please leave blank.

4.2.5. Is the Proposer a Local "Small" or "Micro" Non-Profit?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Non-Profit" means a Local Non-Profit with an annual revenue of $1,000,000 to $2,500,000 according to its most recently filed IRS Form 990.

https://government-project.s3.us-west-2.amazonaws.com/181058/6417ee00-d47d-4708-90f9-2a47dd51b2e5_SMC_LocalBusiness_self-attestation_form_120424.pdf https://government-project.s3.us-west-2.amazonaws.com/181058/23f425e3-2794-4144-828d-5b909b017089_SMC_LocalBusiness_self-attestation_form_120424.pdf

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“Micro Non-Profit" means a Local Non-Profit with an annual revenue of less than $1,000,000, according to its most recently filed IRS Form 990.

If the above designations apply, please provide your latest filed IRS form 990. A filing from the last two calendar years is acceptable.

If this designation is not applicable, please leave blank.

4.3. Technical Proposal

4.3.1. Introduction and Executive Summary *

Submit a letter of introduction and executive summary of the proposal. The letter must contain:

• Name, title and contact information (email, phone, and address) for representative of proposer that is responsible for communication related to this RFP.

• Name, title, contact information, and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

*Response required

4.3.2. Statement of Minimum Qualifications *

Describe how the proposer meets the minimum qualifications as set forth in Minimum Qualifications of this RFP.

Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.

*Response required

4.3.3. Project Approach*

This section should correlate to the Scope of Work . Proposer should give a short summary describing how it will perform the relevant work

*Response required

4.3.4. Scope of Work tasks/milestones*

Describe your proposed approach to tasks/milestones

*Response required

4.3.5. Proposed schedule *

Attach proposed schedule reference ability to complete the project within the County's required time frame

*Response required

4.3.6. Innovations

Refence any notable innovations or improvements that you expect to provide (with respect to, for example, efficiency, technology, sustainability)

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4.3.7. Performance Measures*

Describe a plan for achieving performance measures

*Response required

4.3.8. Firm Qualifications *

Attach information regarding background and qualifications, including the following:

• A brief description of the proposer.

• A description of not more than three (3) projects similar in size and scope conducted by the proposer, including the client, reference and telephone numbers, primary staff members involved, budget, schedule, and project summary. Descriptions should be limited to one (1) page for each project.

• If subcontractors are anticipated, identify them (if known) and provide information on how they will be used.

*Response required

5. Pricing Proposal

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Vending Unit Cost 1 $

2 Unit Delivery and Installation Costs 1 $

3 Monitoring and Resupply Costs (per wood delivery) 1 $

4 Price per Wood Bundle 1 $

TOTAL

6. Evaluation and Selection Criteria

The proposals will be evaluated by a selection committee with relevant expertise. The County intends to evaluate the proposals generally in accordance with the criteria itemized below. Proposers with the highest scoring proposals may be interviewed by the committee to make the final selection.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Approach Points Based 20 (28.6% of Total)

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2. Firm Qualifications Points Based 18 (25.7% of Total)

3. Price Reward Low Cost 25 (35.7% of Total)

4. Preferential Points

Where price is not the sole evaluation factor for a solicitation (e.g., in the case of a "best-value" solicitation), five percent (5%) of the total evaluation points awardable will be added to the proposal score for each Local Business or

Local Non-Profit score for evaluation purposes.

In the event of a tie between a Local Business or Local Non-Profit and another bidder, the

Local Business or Non-Profit shall be awarded the Contract, assuming agreement on other contract terms.

An additional three percent (3%) preference shall be given to a Local Business or Local

Non-profit (for a total of eight percent (8%) of total points awardable) if the proposer is a

Small Business or Small Non-Profit, or an additional 5 percent preference (for a total of ten percent (10%) of total points awardable) if the proposer is a Micro Business or Micro Non-

Profit.

Pass / Fail 7 (10% of Total)

7. Instructions to Proposers

7.1. Instructions

There will be no pre-proposal conference or site visit for this project.

7.2. Communications

A. As of the issuance date of this RFP and continuing until it is canceled or an award is made, no proposer or person acting on behalf of a prospective proposer may discuss any matter relating to the RFP with any officer, agent, or employee of the County, other than through eProcurement portal, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

B. Proposers (including any agent, owner, employee, board members, or other such affiliates) shall not offer any gift, favor, or other personal benefit to any County officer or employee during the procurement process for this agreement, including during the solicitation period and contract negotiations.

Violation of the foregoing prohibitions may result in a proposer being found non-responsible and barred from participating in this or future procurements.

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7.3. Contract Award

A. Award Procedure

Contract negotiations are neither an offer nor guarantee that a contract will be executed. A contract award, if any is made, will be to the responsive, responsible proposer offering the overall best value to the County for the services and goods described in this solicitation, or as applicable, for a specific portion of the services and goods described. Any agreement reached will be memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

If a decision is made to take steps to enter into an agreement with one or more proposers, the

County will post a Notice of Intent to Award or otherwise notify proposers the remaining proposers of their non-selection. Notice may instead be provided by including approval of the agreement as an item on an agenda for a meeting of the Board of Supervisors.

C. Commencement of Performance

After all parties have signed the agreement, the County will notify the contractor and performance may proceed. Prior to execution of the agreement by the County, no County employee may authorize work under the agreement. Any work performed prior to the full execution of the Agreement may not be compensated.

D. Levine Act DisclosureThe Levine Act (California Government Code Section 84308) imposes certain requirements on parties contracting with the County of San Mateo related to campaign contributions to County “officers,” including elected County officers and candidates seeking elective office, who may participate in making a decision on certain County contracts. Elected

County officers in San Mateo County include: the San Mateo County Board of Supervisors, Assessor-County Clerk-Recorder, County Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer.Generally, under current County policy, approval by the Board of

Supervisors is required for any agreement for services above $200,000, and agreements for services below that threshold may be approved by Department heads.If your proposal is selected, you will be required to certify compliance with the Levine Act.As part of this process, you will need to certify and warrant that you have fully complied, and will remain in full compliance, with all applicable requirements of the Levine Act in connection with the

Agreement, including making any required disclosures of campaign contributions to County

Officers, which includes but may not be limited to elected County Officers. Elected County

Officers include members of the San Mateo County Board of Supervisors, as well as the

Assessor-County Clerk-Recorder, Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer. Any campaign contribution required to be disclosed under the Levine Act in connection with this Agreement shall be disclosed on the County of San Mateo Levine Act

Disclosure Form, a copy of which is available from the County upon request.Parties are solely responsible for accurate certification and disclosure. The Levine Act is complex, and this brief description is not legal advice. For example, certain contributions must be aggregated when

Page 14 of 14 Release date of November 20, 2025 determining whether contributions have exceeded the $500 threshold. If your proposal is selected, you are urged to review the Levine Act and consider consulting an attorney.

7.4. Term

Parks Departmentis issuing Request for Proposal (RFP) No. 2026-RFP - Informal-00215 for Self-Service

Firewood Dispensing Systems.

The agreement shall have a term of one (1) year. In addition, the County shall have two (2) options, each to extend the term for an additional period not to exceed one year, which the County may exercise in its sole, absolute discretion. To exercise this option, the County shall provide written notice to the Contractor at least thirty days before the end of the agreement’s term.

The County’s standard contract template has been included with this solicitation. The awarded contractor will be expected to sign an agreement prepared by the County using this template. Please ensure that your firm has completed legal review of these contract terms. If your firm wishes to request exceptions to these standard terms, submit a Contract Exceptions Request by the Deadline for Questions, Comments and

Contract Exceptions listed in the Solicitation Schedule below. The County will consider Contract

Exceptions Requests but reserves the right to reject requested modifications to its standard terms.